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Understanding the Item Catalogue

The Item Catalogue, managed within Zudello's Inventory > Items submodule, serves as the central repository for information about the products and services your business buys or sells.

Purpose:

  • Standardisation: Provides a single source of truth for item details (SKU, description, unit of measure, etc.).
  • Automation: Enables automatic matching of transaction lines (on POs, Invoices, Sales Orders) to the correct item record based on SKU, barcode, or alternatives.
  • Default Coding: Allows administrators to set default coding (GL Account, Tax Rate, Dimensions) for specific items, speeding up transaction processing.
  • Settings: Enables item-specific settings that influence processing.
  • Reporting: Provides consistent data for inventory and sales/purchasing analysis.
  • Integration: Acts as the link between Zudello transactions and the item master data in your ERP system.

Key Information Stored:

While configurable, Item records typically store:

  • Identifiers: SKU (Stock Keeping Unit - unique code), Name, Description, Barcode.
  • Status: Active / Inactive.
  • Defaults: Default Account Code, Tax Rate, Dimensions (Department, Location, etc.).
  • Settings: Toggles like treat_as_freight, remove_lines.
  • Pricing (Optional): Standard Purchase Price, Sale Price.
  • Alternatives: Links to supplier-specific or customer-specific codes for the same item (Manage Item Alternatives).
  • ERP Link: external_id linking to the corresponding item record in your integrated ERP.

Data Management:

  • ERP Sync (Recommended): For businesses with an integrated ERP, the Item Catalogue is typically mastered in the ERP and synced to Zudello automatically. Creating/editing items should be done in the ERP.
  • Manual Management: If Zudello is used standalone or the ERP integration doesn't cover items, administrators can manually create and maintain items directly within Zudello (Inventory > Items > New Item).
  • Item Alternatives: Crucial for bridging the gap between your internal SKUs and codes used by external parties.

Maintaining an accurate and well-organised Item Catalogue is fundamental for efficient matching, automated coding, and reliable reporting in Zudello.

See also: Managing the Item Catalogue (How-To) See also: Understanding Automatic Item Matching Logic (How-To)